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Award Management

Establish a Full Accounting Unit (FAU)

Sponsor Communications

Effort Reporting

Modification/Amendment

Subawards

Award Closeout


The primary goal in post-award administration is effective, accurate management of the project's record and funds to facilitate an award life-cycle from JIT to closeout.

Establish a Full Accounting Unit (FAU)

  • Once an award has been fully executed the electronic copy of the agreement will be uploaded to the newly created award Cayuse record.  A Full Accounting Unit (FAU) can be established once awards confirms the appropriate account and cost center from the department or ORU administrator. Following the completion of the record and the establishment of an FAU the awards team will send a new award notification to the principal investigator/project directors and the respective department/ORU.  
  • Communications between the University and the sponsoring agencies relative to financial management of projects are to be coordinated through Sponsored Research Services. This includes, but is not limited to:
    • All agreement modifications 
    • Clarification/interpretation of contract/grant fiscal language
    • Any fiscal events which may require formal approval of the University or sponsor
  • Office of Management and Budget Circular 2 CFR requires certification for payroll distribution purposes for all payroll charges to federal contracts and grants of professorial, professional, or support staff. The Uniform Guidance 2 CFR 200 Subpart E §200.430 contains the federal regulatory requirements for internal controls over certifying time expended on sponsored projects.  These time and effort reports account for 100% of each individual’s effort even if he/she is part-time.
  • Charges for work performed on sponsored agreements by faculty members during the academic year will be based on the individual faculty member’s regular compensation for the continuous period which, under the policy of the institution concerned, constitutes the basis of his/her salary. Charges for work performed on sponsored agreements during all or any portion of such period are allowable at the base salary rate. In no event will charges to sponsored agreements, irrespective of the basis of computation, exceed the proportionate share of the base salary for that period.
  • A modification or amendment is an award document that changes any aspect of an existing award.  
    • No-Cost Time Extensions (NCTE/NCE)
    • Administrative changes initiated by the sponsor
    • Adding or deleting special terms and conditions
    • Change of PI
    • Carryover approvals
    • Incremental/continuation funding

Subawards

  • A subaward is a binding agreement between a prime award recipient is defined as a "Pass Through Entity" (PTE) and a secondary entity/institution is defined as "subrecipient." 
  1.  Requirements for all subaward activity (including other UC campuses) if UC Merced is the PTE:
  • A defined portion of the UC Merced work statement’s intellectually significant activity is assigned to another entity (“subrecipient”) to fulfill.

  • The awarded terms and conditions under which UC Merced accepted from the funding agency are “flowed down” to the subrecipient. 
  1. In the case where UC Merced is submitting a proposal as the prime recipient which includes subaward activity, the full proposal information must include the following elements specific to the subrecipient entity:
  • Completed and authorized Subrecipient Commitment Form (non-UC entities) or Multi-Campus (MCA) Multi-Campus (another UC Campus)
  • Submission of a complete and authorized Subaward Request Form (Non UC campuses)
  • Submission of a complete and authorized MCA Award (UC Campus) 
  • Subrecipient Statement of Work
  • Subrecipient budget and budget justification
  • Other prime funding agency specific required documentation; may include:
      • Subrecipient PI and Co-I curriculum vitae
      • Current and pending support
      • IRB/IACUC approval
      • Facilities and other resources

Award Closeout

  • Most contracts and grants require a final report of the awarded expenditures. Agencies of the federal government, as well as non-federal organizations, demand strict adherence to the reporting requirements set forth in the award document. Final financial reports will be based on information recorded in the General Ledger (GL). SPO will submit the Final Financial Report to the sponsor no later than the due date specified in the award document.
  • The Principal Investigator (PI) with the assistance of the Administrator must ensure all costs are correctly recorded on a timely basis in the General Ledger. If additional time is required for award activities, it is the PIs responsibility to request a no-cost extension through SPO no later than 60 days prior to award expiration.
  • Before the award expiration date, the Department should review all expenditures and make all necessary adjustments to general ledger journal entries and/or payroll adjustments to correct award transactions.

    Only expenses recorded in the General Ledger can be included in the Final Financial Report to the sponsor.